The General Services Office has openings for the positions of Procurement Agent. The closing date of this position is September 10, 2012.
Minimum Requirements
◊ Completion of secondary school is required. Two years in college training in a business field is required.
◊ Two years of progressively responsible experience in procurement and related fields is required.
◊ Level IV (fluent) English ability is required. Kiswahili Level III ability is also required.
Other Criteria:
Must have a thorough knowledge of the commercial business market both local and international markets. Basic arithmetic and numerical knowledge is required.
Must be able to type 25 WPM. Must be able to use Microsoft applications, including Internet, MS Word, and Excel.
Job Specification
Serves as LES contracts specialist / procurement agent for the U.S Mission to Kenya, a class one mission which includes a chancery, large warehouse complex, with 264 owned or leased residences, R04, CDC, MRU and provides a variety of supplies and services in support of 47 agencies utilizing contracts, purchase order, purchase card, blanket purchase agreement, delivery orders, and against existing GSA, Dept of State or other USG contracts.
MAJOR DUTIES AND RESPONSIBILITIES
Provide technical advice on procurement activities to officials of substantive units during all phases of procurement cycle. Primary purchasing agent for offshore residential furniture, furnishings and appliances; office supplies and equipment, motor vehicles, computer equipment, lab and medical equipment and supplies; items under GSA contract; specialized equipment, supplies, tools and electronics. Prepares contracts and performs contract administration for local contracts for supplies and services. Manager’s unit data collection and reference.
Oversees preparation and distribution of invitations to bids and manage/conduct all aspects of the tender exercise such as the Pre- Award, Award and Post Award conferences. Prepares contract solicitation documents in accordance with established annual procurement plan. Ensures that solicitation documents are prepared, advertised, and distributed in accordance with complex regulations contained in the Federal Acquisition Regulation and Department of State Acquisition Regulations. Arranges and attend site visits, receives bids, arranges meetings with bidders and participates in negotiations with bidders concerning price and technical proposals for contracts. Reviews invoices for consistency with contract terms and conditions, and interacts as necessary with contracting Officer’s Representatives to ensure that terms and conditions of contracts are met.
Oversee adherence to contractual agreements, recommends amendments and advise vendors and requisitioners on contractual rights and obligation; Conduct or coordinate all phases of negotiation of disputes arising from contacts. May visit bidder’s establishments in connection with this review to determine capabilities, and to negotiate prices and other procurement factors. May arrange, and participate in, other negotiates between bidder and Contracting Officer. Prepares orders and obtains necessary signatures.
Issue Requests for Quotations; Develops and prepare contracts for the procurement of goods and services; Evaluate responses and make recommendations for the finalization of purchase and award of contracts; Approve procurement orders up to the authorized limits and prepare draft submissions for the Contracting Officer before presentation to the local committees on contacts for review and subsequent approval by the authorized official. Develops and maintains market data relative to suppliers and prices. Maintains or directs the maintenance of procurement reference material, including State and other agency regulations and instructions, GSO catalogues, U.S Federal Specifications and Standards, examples of contracts, real estate leases, and purchase orders which constitute precedents or may be used as conference in future procurements.
Key embassy contact for Correspondence with vendors on enquiries and issues relating to procurement, sorts out vendors queries related to purchases and late payments amongst others.
Acquisition by contract of Supplies and Services – 40%
Upon receipt of requirement from the customer office/agency, determines types of contract to be utilized (commercial item or non commercial item) utilizing Office of the Procurement Executive (OPE) guidance, along with Federal Acquisition Regulation (FAR) and Dept of State Acquisition Regulations (DOSAR), prepares and distributes solicitations for bids for supplies and services. Such solicitation includes statement of work, packaging and marking requirement for contract, contract clauses as required by FAR and DOSAR, representations and certifications (e.g. certification of incorporation, licensing or that a company is not participating in the Arab League boycott), instructions to offerors, conditions, site visits and proposals conferences, and evaluation factors for the award of the contract.
Distributes solicitation to potential bidders and/or places advertisements, as appropriate. Receives bids, reviews bids to determine which bidders are qualified and prepares documents for the Technical Evaluation Panel (TEP). Provides instructions to TEP. May determine independent government estimates and provides other factual information for use by the TEP members. Upon completion of those bidders considers to be technically qualified, assists the contracting officer in negotiating prices and services for the contract with the successful bidder(s) utilizing such techniques as requests for “best and final” offer, telephone or face negotiation, etc. Upon final selection of contract for the requested service of supply, prepares contracts and administers such contracts according to established regulations and procedures and based on OPE guidance and model contracts. This includes statement of work, pricing packaging and marking, inspection and acceptance, deliverables of performance, special requirements, contract clauses (includes mandatory clauses and determination of which of approximately 20 optional clauses are applicable), and exhibits (schedules of work, compensation plan, holiday list etc). Upon direction from the contracting Officer, prepares appointment of Contracting Officer’s Representative (COR), provides COR with instruction, and liaises frequently with the COR to monitor the performance of the Contract. Administers the contracts and determines need for modifications. Reviews, analyzes and reports on contract performance. Makes recommendation to solve problems with the contractor. Closes out a contract upon completion of delivery of supplies or services, A/OPE guidelines, FAR, and DOSAR Requirements. Procurement by Purchase Order/Purchase Card Order or Delivery of Supplies and Services 40% Review procurement request packages for supplies and services from any of the 47 supported ICASS customer agencies for completeness of the procurement request packages (technical information and specification, recommended vendor, and other details such required date of delivery and availability of funds is provided, and confers with requesting officer as required to ensure request information is complete). Determines charging information, dependent upon agency or state sub-organization and process the orders through ILMS Determines type of contracting action required (purchase order, delivery order, purchase card, standard commercial or non commercial item contract); recommends vendor and if local vendor is determined to be the best source involving a purchase order action, refers request to another purchasing agent as appropriate. (Note: if standard contract required, follows procedures outlined in para. 14B below). Primary duties under acquisition action that requires purchase order or delivery order involve GSA, Dept of State, Regional Procurement Support Office (RPSO) and other USG-Contracted vendors, normally involving large volume and high dollar value purchases. Researches sources for non-expendable supplies, residential and office furniture, furnishings and appliances; maintenance and technical equipment; computer supplies and equipment and lab and medical equipment and supplies. Researches sources for expandable supplies, including office, maintenance and spare parts. Items procured normally require a technical evaluation; in co-ordination with requesting office, for appropriate electrical specification, size, style and color requirements, and capability and usage specifications. Requests cost quotations, additional technical specifications, quality information and availability from offshore source, primarily contracted vendor, using catalogues, GSA supply schedules, Fed-bid and Internet (electronic commerce), use of vendor catalogues or other sources. Evaluates to determine best, most responsive source that Federal and Department of State Acquisition Regulations (FAR and DOSAR) and office of the Procurement Executive implementing guidelines. Determine best mode of transportation (air shipment sea – shipment) or vial US Dispatch Agent (USDA) European Logistics Support Office 9ELSO), US Postal Services or other and estimates cost. Liaises with transportation providers with regard to cost delivery to that organization, method of shipment, and estimated delivery to Nairobi. Upon receiving approved and funded Procurement documents, ensures copies are provided to vendors, requesting office, warehouse receiving section and USDA and or ELSO. Tracks these procurement actions, following up with vendors on a periodic or as needed basis and informs requesting office of status. Researches problems such as non-delivery, non-responsive vendors, late payment. Upon receipt of goods, based on receiving reports or other documents such as Bill of Ladings, air-way bills, Port please orders, closes out purchase order file.
Procurement Unit Management 20%
Supervises Procurement Unit databases, including data collection and tracking of the Procurements actions. Ensures requesting offices receives accurate and timely notification of actions, status reports, queries from vendors, receipts of goods etc. Manages the unit’s electronic procurement actions. Ensures requesting offices receive accurate and timely notification of actions, status reports, queries form vendors, receipts of goods, receipts of goods, etc. Manages the unit’s electronic procurement system using scanners, e-mail and other communications methods. Maintains and or supervises procurement reference material, including GSA catalogues and contract, vendor catalogues, samples, and purchase order which constitute precedents and may be used as reference in future procurements, Maintains and or supervises the maintenance of purchase order files. Prepares Blanket Purchase Agreements (BPA) for general construction, electrical maintenance, signs supermarkets, framing services, local stationery and printing and other as assigned by the Procurement supervisor. Ensures that BPA Limits are not exceeded. Guides the BPA ordering officers on FAR regulations pertaining to BPAs.
All the above government purchases with a threshold of US$3000 and above have to be reported individually to the Federal Procurement Data System (FPDS-NG) accurately and on time.
Ensures that Government Purchases through purchase card statement is reviewed and reconciled within the time limit, which is no later than the 5th of each month.
Other procurement duties as assigned.
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